Time Sheet Entry & Invoice Line Item Data Flow

In this page:

1 SUMMARY
- 1.1 SERVICE APPOINTMENT DATE/TIME FIELDS DEFINITIONS
2 TIME SHEET ENTRY CREATION
- 2.1 TIME SHEET ENTRY CREATION LOGIC
3 INVOICE LINE ITEM CREATION

This article details the processes associated with completing a Service Appointment, including creation of a Time Sheet Entry record and creation of an Invoice Line Item when a Time Sheet Entry is approved.

SUMMARY

When a Service Appointment is updated to Status = Completed via the Check Out flow which is available on the Field Service mobile app for Support Workers. This will trigger a process to create a Time Sheet Entry based on specific rules that are included in the Check Out flow logic.

SERVICE APPOINTMENT DATE/TIME FIELDS DEFINITIONS

FIELD	DEFINITION

FIELD	DEFINITION
Scheduled Start	The scheduled start date/time of the `Service Appointment`, added during the planning stages of the process.
Scheduled End	The scheduled end date/time of the `Service Appointment`, added during the planning stages of the process.
Check In Time	The stamped date/time when a Support Worker checks in via their mobile app, the expectation being that they will check in when they arrive at the destination of the service.
Check Out Time	The stamped date/time when a Support Worker checks out via their mobile app, the expectation being that they will check out when they have completed the service.
Actual Start	The start date/time of the service delivery. This will align with `Scheduled Start` if the service starts on time. If `Check In Time` is not aligned then an exception report can be reviewed to determine the approval actions.
Actual End	The end date/time of the service delivery. This will align with `Scheduled End` if the service ends on time. If `Check Out Time` is not aligned then an exception report can be reviewed to determine the approval actions.

Earliest Start Date and Due Date are required fields in Field Service, so we populate these fields but they have little impact on the overall process of delivering the Service Appointment and can be ignored.

TIME SHEET ENTRY CREATION

The Time Sheet Entry Start Time and End Time are mapped from the Actual Start and Actual End fields on a Service Appointment record.

The Actual Start and Actual End fields on a Service Appointment record are populated based on specific rules to accurately define the hours that have been delivered.

The Service Appointment Tolerance Setting (available under Custom Settings in the Setup Menu for admins) allows us to set a number of minutes tolerance for Check In and Check Out.

Check In & Check Out on time
- If a Support Worker Checks In within the Service Appointment Tolerance Setting then the Actual Start will be applied as the Scheduled Start on the Service Appointment.
- If a Support Worker Checks Out within the Service Appointment Tolerance Setting then the Actual End will be applied as the Scheduled End on the Service Appointment.
- A Time Sheet Entry will be created and automatically approved which will trigger creation of an Invoice Line Item.
Check In or Check Out not on time
- If a Support Worker does not Check In or Check Out on time then they will be asked if they want to update the Actual Start and Actual End times and provide a reason.
- A Time Sheet Entry will be created and will not be approved which will not trigger creation of an Invoice Line Item.
- Exceptions can be reviewed in a report to determine the approval status and trigger creation of Invoice Line Items.

TIME SHEET ENTRY CREATION LOGIC

TSE FIELD	SA FIELD	NOTES

TSE FIELD	SA FIELD	NOTES
TimeSheetId		Retrieve `Time Sheet` for specified `Service Resource` which has a StartDate before TODAY and an EndDate after TODAY. If a `Time Sheet` does not exist that meets this criteria, then create a new `Time Sheet` record with a Monday Start Date and Sunday End Date.
Service_Appointment__c	ID
StartTime	ActualStartTime
EndTime	ActualEndTime
Unit_Variance__c		Calculate the variance between Scheduled Date/Times and Actual Date/Times. (SchedEndTime - SchedStartTime) - (ActualEndTime - ActualStartTime) = `Unit_Variance__c`
Status		When a Time Sheet Entry is created, we will check if `Unit_Variance__c` <= Approval Percentage Threshold. Set to `Approved`, if `Unit_Variance__c` <= Service Appointment Tolerance Setting OR to `Submitted` if `Unit_Variance__c` > Service Appointment Tolerance Setting.
Created_by_CheckOut__c		TRUE

INVOICE LINE ITEM CREATION

An Invoice Line Item is created when a Time Sheet Entry is updated to Status = Approved - Actual OR Approved - Scheduled.

If a Time Sheet Entry is automatically approved because the Service Resource has checked in and out on time then Status = Approved - Scheduled.
If a Time Sheet Entry is not automatically approved a manager must review the Time Sheet Entry and approve the record, Status = Submitted in this scenario.

A sample report to review submitted Time Sheet Entries is available here.

The following flow will run when a Time Sheet Entry is updated or created to identify if an Invoice Line Item should be created.

Create Invoice Line Item When Time Sheet Entry is Approved

Invoice Line Item Quantity will be added based on EndTime - StartTime for Products where QuantityUnitOfMeasure = Hourly.
Invoice Line Item Quantity will be added based on Quantity for Products where QuantityUnitOfMeasure = Each.

To understand how Maica manages Invoices please review Invoice Management | Healthcare Solutions in the Maica knowledge base.

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